<

Privacy Policy

Your privacy is important to us.

This Privacy Policy outlines what personal information is collected when you visit our site, the ways in which it is collected, how we may use that information, where we store it, how long we store it for, and how we protect it.

We will also explain your rights in relation to your personal information. Please read the following carefully to understand our views and practices regarding your personal information and how we may collect it and treat it.For convenience, we have divided our data protection policies into three sections:

1. Our Privacy Policy
Outlines how we collect, use, store, and protect your personal information when you visit our site.

2. Our Cookie Policy
Is available here and explains more about how we may collect personal information about you via cookies.

WHAT THIS PRIVACY POLICY GOVERNS

This Privacy Policy applies to our site, www.digitaloffice.scot and any other services that we may provide to you through our site ("our services” for short). In the context of this Privacy Policy “personal information” means information which, on its own or in combination with other information, can be used to identify you, in particular by reference to an identifier such as your name, your address, or location data. The personal information that you give us or that we collect from you will be held under Scottish data protection legislation (but we’ll just refer to this as “the legislation”). The legislation requires that we tell you that we are a data controller for your personal information or, in other words, we determine the purposes for which and the manner in which any of your personal information are, or are to be, processed by us.



WHO WE ARE

We're the Digital Office for Scottish Local Government – we are hosted by the Improvement Service thus our official, registered company name is Improvement Service Ltd, a company limited by guarantee, registered in Scotland Number SC287978 and operating from iHub, Quarrywood Court, Livingston, EH54 6AX.

INFORMATION WE MAY COLLECT

If you consent to us collecting your personal information then we may process the following data about you: Information you give to us:You may give us personal information about you by filling in forms on our site, joining our mailing list or by corresponding with us by phone, e-mail or otherwise.

This includes information you may provide to us when you register to use our site, subscribe to our services, search our site, participate in any discussion boards or other social media functions on our site, enter a competition, promotion or survey, and when you report a problem with our site.

The information you give us may include:

Your name;
E-mail address;
Your computer's IP address;

Information we collect about you: When you visit our site we may collect information about you, including which pages you have visited (including date and time) which services and pages you viewed or searched for, page response times, download errors, files downloaded, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse -overs), and methods used to browse away from a page and any phone number used to call our customer service number. The purpose of this information is to allow us to administer our site and for internal operations, including troubleshooting, data analysis, testing, research, improving our site to ensure that content is presented in the most effective manner for you and for your computer, and as part of our efforts to keep our site safe and secure.

Information we receive from other sources: We use a third party service, Google Analytics, to collect standard internet log information as well as information on visitors’ behaviour including pages they visit and how long they stay on our website. We do this in order to improve our user experience and service offering and cannot identify individuals from the information. Neither Digital Office, nor Google, make any attempt to identify visitors to the site.

Information you may pass to third-partied outside our control: On many of the pages on our site you will see ‘social buttons’. These enable you to share or bookmark pages on our site. These may include buttons for: Twitter, Facebook, Instagram or other social features. In order for us to implement these buttons on our site and connect them to the relevant social networks and external sites, there are scripts that are executed from domains owned by third-parties and outside of our control. You should be aware that these sites are likely to be collecting information about what you are doing all around the Internet, including on our site. So if you click on any of these buttons, these sites will be registering that action and may use that information. In some cases these sites will be registering the fact that you are visiting our site, and the specific pages you are on, even if you don’t click on the button but are already or automatically logged into their services, like Google and Facebook. We recommend that you check the respective policies of each of these sites to see how exactly they use your personal information and to find out how to opt out, or delete such personal information
.
HOW WE MAY USE YOUR PERSONAL INFORMATION

When you give us your personal information then we may use it to: Carry out our obligations from any contracts entered into between you and us and to provide you with information that you request from us. Provide you with information about Digital Office. Ensure that content from our site is presented in the most effective manner for you and for your computer. If you provide us with your e-mail, telephone or mobile number then we may contact you by these electronic means (e-mail or telephone). However, we will not use your personal information for marketing purposes without your express consent. If you do not wish to receive any information by electronic means then please get in touch with us.

MARKETING

If you opt-in to receive information about us then, depending on what personal information we hold about you, we may decide to contact you via:

Email
Post
Telephone

If you opt-in to receive communication then we may need to pass your personal information to select third parties who are responsible for facilitating communication with you on our behalf. For example, we may need to pass some of your personal details if you wish to be contacted via SMS because we need to partner with a third party business to provide us with this ability. The third parties that we use are as follows:

Mail Chimp
Purpose: Email
Information passed: email addresses

Google Analytics
Purpose: Website Analytics
Information passed: Information on how you use the site.

If you have opted-in to receive communications but that organisation is not listed above then this might be because we are using that organisation or service on a one -off basis – in which case, we will let you know. If you are unsure then please get in touch with us. The purpose of opting into receiving communications from us is to help us better understand you, engage with you, share details about Digital Office, and to assist us in providing the types of communications that you wish to receive from us. We will not knowingly sell your personal information for marketing purposes or pass your personal information to third parties.If you are receiving communications from us in error or you have opted-out then please get in touch with us and we apologise for any inconvenience caused.

WHERE WE STORE YOUR PERSONAL INFORMATION

We do not envisage transferring any information about or relating to individuals to anyone who is located outside of the European Economic Area. However, on some occasions, the information we collect may be transferred to organisations who may store and use such data at premises in other countries. Where we allow an organisation to process your personal information outside of the European Economic Area, we will ensure that we create and maintain appropriate safeguards with those organisations so that your personal information is subject to the same standards and protections as when we are processing your personal information inside the European Economic Area. If you choose to receive emails from us we use a third party company, MailChimp, to send these. They will store such information in the United States. The EU has not endorsed the privacy laws of the United States but has approved a framework for the transfer of personal data called the EU:US Privacy Shield under which MailChimp has a valid certificate enabling us to lawfully transfer your personal data to MailChimp.

OTHER SITES

Our site may contain links to other sites on the Web. The information practices of those websites are not covered by this privacy policy. Although we are committed to protecting your Personal Information, we cannot control and do not accept any responsibility or liability for the privacy practices or content of such other websites. We encourage you to read the privacy statements of each and every website that collects personal information. You are solely responsible for maintaining the secrecy of your passwords and other account information.

YOUR RIGHTS

Data protection laws grant you, as a Data Subject, certain ‘information rights’, which are summarised below:

Right of access - You have the right to obtain a copy of information we hold about you

Right of rectification or erasure - If you feel that any data that we hold about you is inaccurate, you have the right to ask us to correct or rectify it. You also have a right to ask us to erase information about you where you can demonstrate that the data we hold is no longer needed by us, or if you withdraw the consent upon which our processing is based, or if you feel that we are unlawfully processing your data. Please note that we may be entitled to retain your personal data despite your request, for example if we are under a separate legal obligation to retain it. Your right of rectification and erasure extends to anyone we have disclosed your personal information to and we will take all reasonable steps to inform those with whom we have shared their data about your request for erasure.

Right to restriction of processing - You have a right to request that we refrain from processing your data where you contest its accuracy, or the processing is unlawful and you have opposed its erasure, or where we do not need to hold your data any longer but you need us to in order to establish, exercise or defend any legal claims, or we are in dispute about the legality of our processing your personal data.

Right to Portability - You have a right to receive any personal data that you have provided to us in order to transfer it onto another data controller where the processing is based on consent and is carried out by automated means. This is called a data portability request.

Right to Object - You have a right to object to our processing your personal data where the basis of the processing is our legitimate interests including but not limited to direct marketing and profiling.

Right to Withdraw Consent - You have the right to withdraw your consent for the processing of your personal data where the processing is based on consent.

Right of Complaint - You also have the right to lodge a complaint about any aspect of how we are handling your data with the UK Information Commissioner’s Office, which can be contacted at www.ico.org.uk.

Right to Opt-out of Marketing Communications - You have the right to opt-out of marketing communications we send to you at any time. You can exercise this right by clicking on the “unsubscribe” link at the bottom of the marketing emails we send you. You can also contact us using the contact details provided below.

HOW LONG WILL YOU HOLD ONTO MY PERSONAL INFORMATION?

Depending on how you engage with us it may be necessary for us to store your personal information for shorter or longer periods of time. Either way, we will only store your personal information for a legitimate and lawful reason.

UNSUBSCRIBING AND DATA REMOVAL

If your Personal Information changes (such as post code, phone, e-mail or postal address), or if you no longer desire to be contacted about our products and services, you can correct, update or delete/deactivate your Personal Information at any time. We take your online privacy very seriously, so if you need any assistance in unsubscribing to future communications please contact us. We will promptly take action to ensure that you are “opted-out” from receiving any further mailing or other information. Although we will remove your name from our e-mail list as quickly as possible, please recognise that there may be a period of time after you unsubscribe during which you may still receive e-mails from us.

CHANGES TO OUR PRIVACY POLICY

We may need to change this Privacy Policy if it’s necessary for legal reasons or to reflect changes to our site and services. In any case, the provisions of this Privacy Policy may be changed without prejudice to your rights. When we change our Privacy Policy we will make the updated Privacy Policy available on our site. Once we change our Privacy Policy, it will become legally binding on you 30 days after we post it on our site. During that period you’re welcome to contact us if you have questions about the changes. If you don’t agree with our changes to the Privacy Policy (regardless of whether you get in touch with us) then unfortunately we may need to restrict or limit your use of the parts of our site that require your personal information in order for us to deliver our services to you.

CONTACT US

We are the Digital Office for Scottish Local Government – we are hosted by the Improvement Service thus our official, registered company name is Improvement Service Ltd, a company limited by guarantee, registered in Scotland Number SC287978 and operating from iHub, Quarrywood Court, Livingston, EH54 6AX.